REQUEST FOR PROPOSALS FOR PHYSICAL NEEDS ASSESSMENT LIFE CYCLE ANALYSIS OF PUBLIC HOUSING

Description: RFP Introduction The Manchester Housing and Redevelopment Authority (MHRA) invites interested firms to submit responses for the preparation of a Physical Needs Assessment of its public housing stock. The successful consulting firm must demonstrate the ability and experience to assess the physical needs and estimate costs of repairs relative to multifamily rental properties throughout Manchester. Background Information MHRA is issuing a request for proposals from consultants who are experienced in preparing property evaluations and physical needs assessments. MHRA currently owns 1,169 units of public housing located on 42 sites along with three non-dwelling sites, encompassing 122 buildings in Manchester, NH. A general description of each of the MHRA developments included in the scope of work is attached as Exhibit A. Also available as an Excel file on request. Resources Available from MHRA Complete architectural drawings/site plans are available in print or electronic format as well as a schedule which lists the number of units and the number of bedrooms in the unit. MHRA has a database containing information on recent repairs and maintenance work orders. The last physical needs assessment of MHRA properties was completed in 2010 and is available for viewing by appointment at the 198 Hanover Street office. Authority staff will coordinate all inspection schedules, accompany, and provide access for consultants on all inspections. SCOPE OF WORK MHRA is seeking to hire a construction management, architectural, engineering, or building assessment firm (the Consultant), who will inspect the properties, assess and report defects/deficiencies, and estimate the cost of correction of all defects. A full written assessment for each site and a summary report for each site will be required. These assessments will provide an accurate picture of existing conditions, listing, and prioritization of all capital needs. The Consultant will be required to conduct an evaluation of each property and each building to determine its condition, and prepare a life-cycle analysis (i.e. detailed reports of current systems in disrepair and estimated costs), and to identify the anticipated long-term costs associated with operating and maintaining the property. This evaluation will include all property and building components, systems and features. Each identified building component, system or feature shall include a description, expected useful life (EUL), age, condition, effective remaining life (ERL), difference between EUL and ERL, actions to be taken, quantity, and notes of observations. The physical needs assessment and life cycle analysis will also be provided to MHRA in a usable format, such as Excel (MHRA has a Microsoft environment). This will enable MHRA to update, prioritize, and evaluate. MHRA will be the sole judge of the completeness and the quality of work performed by the Consultant. The final acceptance of any report and other work produced by the Consultant will depend on this judgment. Consultant Experience and Availability The Consultant must have the expertise to carry out such work, and demonstrate experience working on similar projects. MHRA requires a complete list of services to be provided, and expects that the selected consultant will demonstrate that it has the requisite skills on staff or will identify outside resources that are available for this endeavor. In either case, the Consultant should identify who will provide those services and include resumes for those proposed to do the work. The Consultant must be available to perform the scope of work and have a completed report within 90 days after the notice to proceed is issued by MHRA. Should the consultant be concerned that the completion time is unobtainable they can include supporting rationale and a revised schedule for consideration. PROPOSAL CONTENT 1. Provide a brief history of the consultant's business including size, area of expertise, and other relevant information. Provide a list of three or more projects with brief descriptions which demonstrate the consultant's ability to complete Physical Needs Assessments, including specific experience with preparation of Public Housing Needs Assessments. 2. List the names, positions, and responsibilities of the individuals who will be assigned to this project and provide resumes for each. 3. Describe the experience of the assigned individuals as it relates to assessing the physical needs and costs of repairs of multi-family rental properties, and in developing comprehensive physical needs assessment plans. 4. State the consultant's understanding of the project. Briefly describe how the consultant intends to develop a comprehensive physical needs assessment for MHRA including identifying all tasks to be completed. 5. State the fee schedule for the services described above including hourly rates, administrative fees, chargeable expenses and services, and method and frequency of billing. 6. Provide a timeline for accomplishment for all tasks. 7. Identify the support, information, and/or other needs required to successfully complete the Physical Needs Assessment Plan. Identify the source for the support, information and other needs. 8. If you have not worked with MHRA in the past, list at least three references for the consultant with the names, addresses, phone numbers and e-mail addresses. Include a short one-paragraph summary of the types of services provided for each reference. 9. Certify that the indemnification and insurance requirements stated below can be met and maintained throughout the term of the contract. 10. Include a copy of the reporting format to be used and, if possible, a sample of a completed physical needs assessment which fully illustrates the finished product. Indemnification The consultant expressly agrees to indemnify, defend and hold MHRA, its commissioners, officers, and employees, free and harmless from and against any and all loss, liability, expense, claims, costs, suits, damages, including attorney's fees arising out of the consultant's operation or performance under the resultant contract. The consultant will also indemnify MHRA for damages as a result of any act or omission not authorized by MHRA on the part of the consultant or any agent or person employed by the consultant. Insurance Requirements MHRA will require the selected consultant to meet statutory insurance requirements and provide certificates for the following insurance coverages: 1. General Liability Insurance in the minimum amount of $500,000 2. Errors and Omissions Coverage in the minimum amount of $500,000 The above insurance policies must name MHRA as an additional insured and the consultant must provide MHRA with Certificates of Insurance for the preceding coverages. The insurance policies must provide a 30-day notice of cancellation and be primary to any other insurance carried by MHRA. Consultants must identify the cost to provide the Errors and Omissions Insurance which will be added to the proposal fee at MHRA's option. Schedule RFP Issued: Tuesday, October 27, 2026 Proposals must be received no later than 2:00 PM on Monday, November 30, 2026 at the Manchester Housing and Redevelopment Authority at 198 Hanover Street, Manchester, New Hampshire 03104. Proposals can also be submitted by email to either contact listed on the front cover sheet. Selection Criteria All responses will be reviewed for completeness and responsiveness to this Request for Proposals. The selection will be the sole responsibility of the MHRA. The MHRA reserves the right to reject any and all proposals, and to waive any informalities.